Executive Assistant, bilingual

  • Location
    Ottawa, Ontario
  • Job type
    Temporary/Contract
  • Category
    Office, clerical & administrative - Administration

Adecco is recruiting for an Executive Assistant, bilingual for a 4 month- contract for our Crown Corporation client based in Ottawa, ON.  

The Executive Assistant, bilingual will have the Following Responsibilities:

  • Manages the office and coordinates the workflow of the Vice-President, Corporate Services & CFO and the Vice-President, Operations and Head of Defence; 
  • Briefs Vice-Presidents on emerging issues, trends or concerns affecting the office.  Coordinates and facilitates the exchange of information in and out of the office;
  • Consolidates agenda items and documentation for Audit Committee meetings, including the preparation and dissemination of materials to Committee members. Prepares CFO material for Board of Director and Committee meetings;
  • Establishes documentation standards and internal controls, develops a quality assurance system for correspondence, and provides advice and guidance to staff of the branches on administrative matters;
  • Provides back-up secretariat services to the Corporation's Senior Management Committee, the office of the President and back-up support to the Corporate Secretariat.  May be required to perform administrative services for other officers of the Corporation;
  • Organizes regular management meetings, consolidates agenda items and documentation, tracks follow-up actions, attends meetings, drafts minutes, and makes additional logistical arrangements, as required;
  • Maintains effective working relationships and coordinates linkages with the office of the President, Directors and staff of the Corporation, officials of other federal departments, representatives (to ambassadorial level) of foreign governments, and officials (to CEO level) of Canadian industry;
  • Organizes the calendar and daily agendas for the Vice-President, Corporate Services & CFO;
  • Handles incoming and outgoing correspondence, including research for reference documentation; screens for interest, urgency and relevance; identifies destination and transmits to employee/unit for action; tracks assignments in light of deadlines; controls quality of outgoing material; 
  • Performs the document management, filing, word processing, and other administrative functions;
  • Organizes travel itineraries and related expense accounts of the Vice-President, Corporate Services & CFO and the Vice-President, Operations and Head of Defence;
  • Coordinates business meetings, client relation events and receptions for government officials and international delegations;
  • Performs a variety of other activities including managing a budget, preparing contracts, receiving visitors and screening incoming calls, ensuring the security of protected information, coordinating and arranging materials for translation;
  • Provides back up to reception (ex. Breaks, lunch, leave etc.).
  • The Executive Assistant, bilingual Must Meet the Following Mandatory Requirements:

  • Post-secondary education in Business Administration or other related disciplines, or an acceptable combination of education, training and/or relevant work experience;
  • Minimum 3-5 years experience working in similar role. 
  • Ability to communicate effectively both orally and in writing in both Official Languages.  (C-C-C Imperative);
  • Experience in providing a full range of administrative services within a fast-paced senior Executive’s office.   This includes managing the Senior Executive’s schedule, preparing complex international travel, and being responsible for inter-organizational liaising and coordination;  
  • Experience in operating word processing, financial management and presentation software (i.e. Word, Excel, PowerPoint) as well as in maintaining electronic and/or hard copy filing and Bring Forward systems;  
  • Ability to work effectively under pressure to meet tight deadlines while managing multiple and conflicting priorities; 
  • Ability to be available for unpredictable overtime or to work outside normal working hours as required.
  • If you are interested in applying to the Executive Assistant, bilingual role, please submit your resume as soon as possible, by clicking on “Apply with Adecco”.

     




    • Apply with Adecco

    Reference number CA_EN_1_027616_1908604

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